(a)Definition, Investigation and Analysis

(i)Definition - Nature of the Problem Solved

STATEMENT OF THE PROBLEM

D.S Autos is a shop owned by Mr. Sunil, who is facing problems in maintaining the records
of the vehicles manually. It takes a lot of time to search through all the records to find a
specific record for a vehicle. Also if any of the record is to be edited, all the records have to
be checked manually thus consuming a lot of time. The shop's data is not kept in any
order or sequence so searching and amendment of the records is a very hectic process
while dealing with all the customers. In addition to searching and amending of data, Mr.
Sunil has to make billing invoices by himself which is a very tricky job and any mistake
could crash the whole record. So my task is to help Mr. Sunil by computerizing the current
manual system and to model and actualize a system that will allow Mr. Sunil to easily
search and edit data in consuming minimum possible time and to print out billing invoices
for the vehicles accurately.

A BRIEF DESCRIPTION OF THE ORGANIZATION

'D.S AUTOS' is a privately run automobile repair business. The main branch is located in
Defence phase I, Karachi. Another branch is situated in Liaqat Ashraf Colony, Karachi .Mr.
Sunil sits in the main branch handling all the business from there .All the stock parts and
spare parts of the vehicles are ordered by the shop's order form. They repair all kinds of
vehicles .Mr. Sunil is an old timer in this business as he took over this shop from the
previous owner in 1998.He has worked very hard to keep the shop running in a healthy
environment. He has good relations with all the customers and employees. All transactions
are saved at the end of the day which is then used in the further processing of
transactions at the end of the month. Photos of the workshop are added in the appendix.

CURRENT METHOD USED

Currently all the transactions are recorded on registers. When a customer enters the shop,
the vehicle is noted down as 'IN' in the register that shows that the vehicle has now
checked in. After checking in, the vehicle is then checked for damages and for the parts
that need to be serviced or repaired. When a complete check up of the car is made and all
the repairs are noted down in the 'Description' field of the billing invoice, the customer is
given a certain due-date till which his/her vehicle would be repaired and they can check it
out. On that due-date the customers checks his/her car and after the customer is totally
satisfied with the repairs, all the details of the car is noted down in the billing invoice the
customer pays and checks out his/her car. The transaction is recorded in the register and
the money is taken home by the owner. The problem occurs when the register finishes and
an old record has to be found or edited. As Mr. Sunil does not keep the registers at the

shop, the processing of that data cant be done at the spot and all the old registers have
to be gone through to find the record needed.

ORIGINS AND FORMS OF DATA

Collected Forms are attached in annexure A:
Billing Invoice Form:
This form contains the following data:
Number
- Unique number written at top of each billing invoice
Date
- The date on which the invoice is given to the
owner
of the vehicle
Vehicle Number - Registration number of the vehicle
Make
- The manufacturer of the vehicle
Model
- The year the vehicle was manufactured
Colour
- The colour of the vehicle
Chassis Number - The chassis number of the vehicle
Engine Number - The engine number of the vehicle
Meter Reading - The number of km/miles the vehicle has travelled
Messrs
- The name of the persons company
Description - The part/parts repaired in the vehicle
Amount
- The cost of each part and service
Total
- The total cost of all the parts and repairs
All the data mentioned above is entered by Mr. Sunil himself when the bill is issued. The
data is issued to avoid any miscalculations in the transactions made at the end of the
month. This data helps the owner to be relaxed as every transaction goes down in the
record and minimum chance of mistakes and theft are there. Also this data helps him to
calculate his profits and losses. All this data helps run the shop in a tip-top condition. This
form is the most significant in the business as it helps to apprehend all the transactions
made and can also be used to forecast future profits.
Checking-in Form:
This form contains the following data:
Customer Name - The name of the customer
Date
- The date the vehicle is checked in the Shop
Due-Date
- The date on which the owner checks-out the vehicle
IN
- When the car checks in the person checks this
column
OUT
- When the car checks out the person checks
this column
All the data mentioned in this form is filled by the representative. This data helps in
managing the number of cars which go IN and OUT of the shop. This data helps in the
calculations of the profits and loss and the number of cars checking IN and OUT per day.

Investigation and Analysis

Investigation Plan:
In order to figure out the solution to Mr. Sunil's problem, I decided to monitor the current
system used personally. I would be spending a few hours at the workshop, noting down
areas where the current system lacks.
To get more precise information about the system. I will conduct interviews with Mr. Sunil
to get to know precisely what he wants. Observing the current system from the workshop
would help me to pinpoint the areas where the system lacks and needs improvement. This
way I would be able to present a a feasible solution for Mr.Sunil to approve.
I would plan an interview in which I would ask some questions about how the system
works there, where does the system lack , the things which I could not pin point while
observing the system . Interview would help me to know exactly what Mr. Sunil wants in
the new system I would devise for him. The interview I plan would consist of questions
that arose when I was observing the system myself.
Interviews and observations are a key part of analyzing the current system in use to
develop a better and precise outcome of the solution. Interviews would help Mr.Sunil to
convey to me what he actually wants in his system and the difficulties he faces in the
current system in use. Observing the system leads to a better analysis, I would be able to
find technical areas of the system where it lacks. As Mr. Sunil is not so much into
computers he does not know much detail about them too. So these problems might
escape Mr.Sunil.

Observation:
Mr.Sunil told me that the system shows weakness when the workload is increased. The
system works efficiently when workload is at a minimum. Manual generation of slips is a
very tiresome task which requires a lot of concentration. I observed that the system would
be better if the calculations were done automatically. This reduces the chance of errors in
the invoices. I also noticed the lack of proper database management. Previous records
were hard to find. It was a time consuming task and alone Mr.Sunil got stressed while
performing it. Mr.Sunil had been generating invoices manually for a long time. He could
use some hired help for that task. The filing system was in efficient. This led to the
invoices getting lost which proved financial losses for him. The system at the busiest of
hours was very crowded and this got Mr.Sunil getting confused leading to major
calculations in invoices.

Interview with Mr. Sunil

Jhony: Would you care to tell me something about the current system you are using?
Mr.Sunil: Well, we have one sales recording register from where the invoices are
generated. I manually do all the calculations and generate the invoices. The parts repaired
and some basic information about the car is included in the invoices like the make, model,
color, and engine and chassis number.

Jhony: What in your in your opinion is the drawback in your system which has lead you
think that you need a new system?
Mr.Sunil: the major drawback is that it is time consuming. Creating all the invoices
manually is a very hectic task. And also to maintain a record of the parts repaired in each
car. Here the accuracy is challenged. Since humans are not perfect, I am also bound to
make mistake one day or the other which could lead the company to a loss of money.

Jhony: What changes do you wish to see in your new system?

Mr.Sunil: I would like the new system to be fast and efficient. Manual work should be
reduced to a minimum. Accuracy in preparing the invoices should be there.

Jhony: Thank you Mr. Mr.Sunil for your time. I'll get back to you as soon as I come up with
solutions to your problem.
Mr.Sunil: Hope to see you soon then.

Jhony
Mr.Sunil

Analysis of the interview:

After interviewing the the owner I have analyzed that there are few areas on which I have to concentrate.
The major problem Mr. Sunil faces at the moment is lack of time, therefore a solution is to be designed
which is much more efficient and saves the time of the owner. What I observed, the time consuming task
is generating the invoice and searching of the records. Therefore the sytem designed should be less time
consuming. It should be fast enough to meet the requirement of the user

Interview with Mr. Mr.Sunil

Jhony: I have devised up two solutions for your problem after going through the
observation material and thorough investigation of your system. Either you could increase
your workforce to minimize the manual work done by you or we can replace the manual
system with a computerized one.
Mr.Sunil: Can u briefly describe each of your proposed solution so that, I can have a
better idea?
Jhony: you see the first solution, I proposed is that you hire a professional accounts
manger to generate invoices. This will help you increase accuracy and your manual work
would be minimized. The second solution proposed is that you replace the manual system
that you use with a computerized one. That way you will have maximum possible
accuracy. The system would be more efficient and fast.
Mr.Sunil: As I have told you before too that I have been generating invoices myself for
quite a long time. I would not want to hire people to do that for me. So I would go with the
second solution. It sounds more user friendly and feasible.
Jhony: Ok Mr. Mr.Sunil. I would create a requirement specifications page and bring it over
so u can check it.

Jhony
Mr.Sunil

Analysis of the interview:

After taking the interviews , I have decided to design a computerized system which is fast, accurate and
efficient. All the calculations would be done automatically. Searching of records would be easier and
less tedious.
7

System Flow Chart of Current method used:

Problems in the Current System

As stated above the major problem in the current system is of generating invoices
manually. This causes Mr. Mr.Sunil to make blunders sometimes in calculations. And
managing the data is also very hectic, to keep a record of the invoices. Transactions made
throughout the month are calculated at the end of each month. This is also done manually
so it becomes a tiresome task which is also not accurate sometimes because of blunders.
The current system works properly if work load is less throughout the month because if
less invoices are generated, the cumulative total is small and more accurate and free of
errors. Data management is also easy. If workload is more then the system malfunctions.
Errors are present in the invoices. Data is not managed properly which leads to a financial
loss to Mr. Mr.Sunil.
Since the copy of the invoices are all kept in files and registers and for the safekeeping of
the data Mr. Mr.Sunil keeps them at home, so to tally previous records he has to go
through all the bundles of invoices until he gets the desired invoice. This process takes a
lot of time. This is the second problem faced by him.

Requirement Specification
After a detailed analysis of the current system, I can make the following requirement
specifications.

It should be user friendly

Easy to adopt

The working of the new system should be similar to that of the current system

The facility to search specific records should be present

Calculations should all be done automatically

User allowed to perform addition, deletion and editing of data should be there and
the results effected should be automatically updated

The system should have an ability to generate reports on different business

scenarios e.g. business forecasts, monthly and yearly transaction reports.

Alternative Solutions
Increasing Number of Employees
One of the solutions is to increase the number of employees as Mr. Mr.Sunil faces problem
with the system when the work load is maximum. Hiring of other person will help him to
accurately generate invoices

Database Software
Database software is easily available in the market and Microsoft Access is one of the most
popular. Forms such as the sales entry form and search form could easily be created using
the built in tools. Access is easy to use and provides features which will help develop the
system meeting our requirements. It allows efficient searching of records and report
generation

Spread Sheet Software

This software stores data in a tabular form and keeps it organize. It is easily available in
the market and usually comes with the Microsoft Office Suite. This is not an ideal solution
because it will not meet all the requirements stated previously such as an efficient
searching facility is not available in the spread sheet software.

Jhony

Mr.Sunil

10

Hardware Requirements
Intel Pentium 4 1.8 GHz
Supported motherboard with built in LAN, Graphics and sound
512 MB DDR RAM
40 GB Hard disk
Mouse
Keyboard
15 Monitor
Inkjet Printer
Extra Hardware: Writeable Cds or Flash Drives will be required to make back ups.

Software Requirements
Microsoft Access 2007: This software will be used to develop the system.
Microsoft Windows Xp: It is the most inexpensive and easily available software in the
market. It also supports the recent version of Microsoft Office 2007.

11

(b)

Design

Nature of Solution:
Objectives of the System:
In order to design a system which completely solves the problem, I must exactly know
what Mr Sunil wants from me. What he requires that the system should provide. To achieve
that I had a second interview with mr Sunil. All the requirements are listed in the
requirement specification.

User Friendly:
To develop a system with increased accuracy:
To develop a system with quick searching of previous records:
To develop a system which is fast:
To develop a normalized to the third level database:
To automatically generate reports

Jhony
Mr.Sunil

12

Data collection:
The data would be collected from the invoices. Since Mr.Sunil uses only invoices to note
down all the details of the transaction being made. That is the only record of all the
customers and and the transactions. This data would then be entered into tables which
would then generate the forms and reports of the new computerized system.

13

Data Tables:
The ways in which data is planned to be input in the tables is shown below. This is the way
the tables would be named. The field names for every particular table are also given
below, along with their particular validation rules.
Customer Information Table:

Field Name

Data Type Data Length

Description

Validatio
n Check

Customer Id

Number

This is the primary key of the table

Customer Name

Text

32

Name of the
customer

Customer
Contact No

Number

16

Contact number of Format

customer

Vehicle Information Table:

Field Name

Data Type

Data Length

Description

Validatio
n Check

Vehicle
Number

Text

10

Customer Id
(Foreign key)

Number

Via Look-up
Wizard, the
Customer Id is
selected here

Make

Text

10

Manufacturer of
the car

Model

Number

Color

Text

Chassis
Number

Text

20

Chassis number of the car

Engine
Number

Text

20

Engine number of the car

This is the primary key of the table

The year the car was manufactured

Color of the car

14

Transaction Information Table:

Field Name

Data Type

Data
Length

Description

Validation
Check

Transaction
Id

Number

This is the
primary key of
the table

Transaction
Date

Date/Time

10

The date the

transaction was
made

Vehicle
Number(For
eign key)

Text

10

Via Look-up
Wizard, the
Vehicle number
is selected here

Meter
reading

Number

Number of
kilometers the
vehicle has
traveled

Due Date

Date/Time

10

In

Yes/No

Check in box

Out

Yes/No

Check out box

Total

Currency

The date the car is returned to the

customer

Total amount of Format

all the services
and parts
installed

Transaction Detail Table:

Field Name

Data Type

Data Length

Description

Validatio
n Check

Transaction
detail Id

Number

This is the primary key of the table

Transaction
Id(Foreign
key)

Number

Via Look-up
Wizard, the
Transaction Id is
selected here

15

Description

Text

64

Description of the parts serviced and

installed

Amount

Currency

Amount of each
part and service

16

Entity Relationship Diagram:

17

Input Screens Design:

Customer Information Form:

18

19

20

Vehicle Information Form:

21

22

Transaction Detail Form:

23

Output Screens Design:

Customer Information Report:

Vehicle Information Report:

24

Transaction Details Report:

25

Process Design:

26

In
tended benefits:
The system is intended to give a lot of benefits, out of which, a few are given below:

Less Errors:

27

The new system would have very few errors as compared to the manual system. The
calculations would be error free and the customer would be totally satisfied by it.

Less time consuming:

Adding, deleting, inserting and searching of data would be faster. The processing time for
generating an invoice would be quicker as compared to the manual system.

Improved filing system:

The filing system at D.S Autos is very poor at the moment. Searching for a n invoice in a
pile of invoices is a very hectic task. Computerized filing system would help the office desk
to look more organized.

28

Limits of the scope of the solution:

Although fully computerized, my system still has some limitations and its sure that under
all these limitations, the program will provide the user with best results. If the limitations
are not followed, there are maximum chances that the system might show errors in
running the program. This can also cause the system to crash down the completely. Thus,
the limitations are as follows:
There would be a considerable difference between the way I intended to design the
forms and reports on paper and their actual layout on the computer screen. Since, I
have to deviate a little from what I planned, there is likelihood that I come up with
some other result as far as the layout and functioning is concerned.
The end user could find it difficult to tackle the new system in its early days. This can
affect his performance.
Handsome amount of money will be spent on buying the computer system and other
required peripherals (printer, etc.).
Power failure can badly affect the functioning of the new system. And since no system
will be running, the standard of service to the customers could badly suffer so can the
number of customers. To overcome this problem, a good quality UPS must be installed.
The end user might not be a very good user of computer, so his training also becomes
important.

29

Data Structures:
Customer Information:

Field Name

Data Type

Data Length

Customer Id

Number

Customer Name

Text

32

Customer Contact No

Number

16

Total size of a record in bytes

56

Overhead

61.6

Total size of 100 records

6160

Vehicle Information:

Field Name

Data Type

Data Length

Vehicle Number

Text

10

Customer Id
(Foreign key)

Number

Make

Text

10

Model

Number

Color

Text

Chassis Number

Text

20

Engine Number

Text

20

Total size of a record in bytes

81

Overhead

8.1

Total size of 100 records

8100

30

Transaction Information:

Field Name

Data Type

Data Length

Transaction Id

Number

Transaction Date

Date/Time

10

Vehicle Number(Foreign
key)

Text

10

Meter reading

Number

Due Date

Date/Time

10

In

Yes/No

Out

Yes/No

Total

Currency

Total size of a record in bytes

54

Overhead

5.4

Total size of 100 records

5400

Transaction Details:

Field Name

Data Type

Data Length

Transaction detail Id

Number

Transaction Id(Foreign
key)

Number

Description

Text

64

Amount

Currency

Total size of a record in bytes

88

Overhead

8.8

Total size of 100 records

8800

31

Adjustments:
Its not just about developing a system and making any one sit on a pc to manage all the
things. There has to be skilled labor and in order to use the system correctly and take its
maximum advantage, the user has to be trained.
There needs to be an air conditioner to cool down the computer because it would be open
all day. And it gets exhausted.
A proper computer back rest chair has to be purchased to avoid the user from having back
ache due to sitting on computer for all day.
Monitors anti-glare screen needs to be there, placed on the monitor, in order to avoid
Repetitive Strain Injury (RSI).

32

(c) Software Development, Testing and Implementation

Development and Testing
Development:
Customer Information:

33

Design view

34

Datasheet view:

35

Vehicle Information:

36

37

Design View

38

Datasheet view:

39

Transaction Information:

40

41

Design view

42

Datasheet view:

43

Transaction Details:

44

45

Design view:

46

Datasheet view:

47

Forms
Customer Information Form

48

Transaction Information Form and Transaction Detail Table subform

These two forms are combined together to make a single form

49

Vehicle Information Form

50

Queries Used

SQL:
SELECT [Transaction Detail Table].[Transaction Id], [Customer Information].[Customer Id],
[Transaction Information Table].[Vehicle number], [Transaction Information Table].[Meter Reading],
[Transaction Information Table].[Due Date], [Transaction Detail Table].Description, [Transaction
Detail Table].Amount, [Transaction Information Table].Total
FROM (([Customer Information] INNER JOIN [Vehicle Information Table] ON [Customer
Information].[Customer Id] = [Vehicle Information Table].[Customer Id]) INNER JOIN [Transaction
Information Table] ON [Vehicle Information Table].[Vehicle Number] = [Transaction Information
Table].[Vehicle number]) INNER JOIN [Transaction Detail Table] ON [Transaction Information
Table].[Transaction Id] = [Transaction Detail Table].[Transaction Id]
WHERE ((([Transaction Detail Table].[Transaction Id])=[Forms]![Customer Information Form]!
[Customer Id]));

51

Reports Used
Customer Information Report

52

Invoice

53

Transaction Detail Report

54

Transaction Information Report

55

Vehicle Information Report

56

Testing:
TEST NO. 1:
OBJECTIVE: To save a record to a table.
TEST DATA: Click the save button.
EXPECTED RESULT: Record successfully saved.
Evidence: Refer to the screen shot

TEST NO. 2:
OBJECTIVE: To check if the customer contact number field accepts data that is input
according to the type of the field.
TEST DATA: (021)-987-1235
EXPECTED RESULT: The test data being allowed to be input without any hurdle.
Evidence: Refer to the screen shot

TEST NO. 3:
OBJECTIVE: To edit a record and the record being changed in all the related forms
and tables.
EXPECTED RESULT: The data would be changed in the existing form as well as in all
the related forms and tables
Evidence: Refer to the screen shot

57

TEST NO. 4:
OBJECTIVE: To enter a certain criterion and the desired results are displayed..
EXPECTED RESULT: The desired result fulfilling the criterion will be displayed.

TEST NO. 5:
OBJECTIVE: To check if the software takes printouts of records in the form of reports.
EXPECTED RESULT: Printout of the report being taken successfully
Evidence: Refer to the screen shot

TEST NO. 6:
OBJECTIVE: To check if negative value can be entered in the amount field
TEST DATA: -200
EXPECTED RESULT: An error will appear that no value less than zero can be enterd
Evidence: Refer to the screen shot

58

TEST NO. 7:
OBJECTIVE: To check if future date an be entered in the due date field
TEST DATA: 20/10/2010
EXPECTED RESULT: The system would prompt the user with an error stating that
text characters cannot be entered the respective field.
Evidence: Refer to the screen shot

Test No 8:
Objective: To delete a Record
Expected Result: When the record is deleted, it shows a message prompt for
user to confirm.
Evidence: Refer to the screen shot

59

Test No 9:
Objective: To check whether adding an item in a transaction, updates the total
Expected Result: When the amount is clicked the total gets updated
Evidence: Refer to the screen shot

Test No 10:
Objective: To check whether it is allowed to enter a customer which is not present
in the customer table
Expected Result: An error message should be displayed not allowing this action
Evidence: Refer to the screen shot

60

Test 1:

The save button was clicked.

61

After the save button is pressed

The record was saved

62

Test 2:

Customer contact number

entered

63

After the data is entered it is added in the record

Customer contact number was

added in the record.

64

Test 3:

Customer name entered

65

After the data is enterd it is being viewed in the form

Customer name viewed with

customer Id in form.

66

67

68

Test 4:

ID entered

69

Data related to ID shown

70

Test 5:

ID entered

71

Invoice of the ID displayed

72

73

Test 6:

74

75

Test 7:

76

Test 8:

77

Confirmation message to delete

record

78

The record was deleted

79

Test 9:

Total should be updated after

clicking this.

Total was updated

80

Test 10

This customer is not present in the

customer information table.

Error message was displayed.

81

(ii) Implementation
Evidence that the end user is working with the system

82

83

Chosen Method of Implementation

After all the analysis is carried out, it is decided to go with parallel implementation.
This is because if any errors or recommendations occur in the new system, it would
be easy to switch back to the older system, and do the things as they were carried
out in the past.

Debugging
The software was checked and tested step by step to ensure desired functionality
of the software. All checks were tried and tested with real life data as well as made
up date. My client had no problem with the software and is satisfied with all the
outputs of the system.
I tested the program and removed all errors from it. I made a lot of mistakes. While
coding, I missed a dot or two, which caused me a bit of trouble during running the
system. This, I checked and removed. Then, the search option by phone was not
working properly, as the records were not being shown properly as whole. Some
were visible while others were not. All checks were performed and tested with real
life data and made up-to-date. The user had no problems with the software.

User-training:
Proper training would be given to the user who would be using the software. The
software is not that difficult to use. Yet complete support and guidance would be
given to the user so that she learns to use the software well. Apart from that, user
manual is going to be prepared which the user can refer anytime for any type of
help in the system or to find the meaning of any term used anywhere in the
system. If the user is changed for any reason, it would not be difficult enough for a
new user to learn anything because the user manual is a complete source of help
for the user. And if any further changes need to be made in the system, the analyst
can consult the technical documentation.

Installation
After it was insured that the system is free from errors and my client is satisfied
with it, the system was installed and put into action and now system is under use
by staff for the manipulation, and by the management for generating desired
reports. Before installation some measures should be taken to secure the
performance of the system.

Changeover:
It is decided to go with parallel implementation. This is because if any errors or
recommendations occur in the new system, it would be easy to switch back to the
84

older system, and do the things as they were carried out in the past. Other than
that it would be helpful for the user to get used to the new system as the old
system would always be there for any sort of assistance needed. After a limited
time period, when the ser understands the system completely, the manual system
will be ended and all the work would be managed on the computer using the
system that is being designed.

(iii) Appropriateness of structure and exploitation of available

facilities
Hardware amendments:
The hardware already specified above is the best quality hardware and hopefully it
would not crash nor would it need to be changed. Yet if anything occurs, a
renowned analyst should be consulted before changing any sort of hardware.

Software amendments:

85

Already the best software is used and a great database system is developed.
Yet, if the system needs any further alteration, in the future, any analyst can
be consulted. For the help of the analyst, technical documentation is written
so that it becomes easier to understand and amend the system according to
the user requirements.(d) Documentation

Technical Documentation

Hardware Requirements
Intel Pentium 4 1.8 GHz
Supported motherboard with built in LAN, Graphics and sound
512 MB DDR RAM
40 GB Hard disk
Mouse
Keyboard
15 Monitor
Inkjet Printer
Extra Hardware: Writeable Cds or Flash Drives will be required to make back ups.

Software Requirements

Microsoft Access: This software will be used to develop the system.

Microsoft Windows Xp: Windows XP Professional is one of the most commonly used
operating systems around. It is the required since it supports Microsoft Office 2007,
which includes Microsoft Access, in which the database is created

86

Input Requirements
Customer Information:

Field Name
Customer Id

Data Type
Number

Data Length
8

Requirements

Customer Name

Text

32

Customer Contact

Text

16

AutoGenerating
Primary key
Cannot
remain a null
field
Cannot
exceed 32
characters
Cannot
remain a null
field
Should be at
least 16
digits

87

Vehicle Information:

Transaction Information Table:

Field Name

Data Type

Data Length

Vehicle
Number

Text

10

Number
Data
Type

8
Data
Length

Number

Customer
Id
Field Name
(Foreign key)
Transaction
Id
Make
Transaction
Date
Model
Vehicle
Number(For
eign key)
Color
Meter
reading
Chassis
Number
Due Date
Engine
Number

Requirements
Primary Key
Cannot Remain a Null
field

Via
Look-up Wizard, the
Requirements
Customer Id is selected
here
Primary
Key
Foreign Key

Text
Date/Time

10
10

Cannot remain a null field

Cannot exceed
10
Automatically
converted
characters
to
medium date

Number
Text

4
10

Shouldkey
Be at least 4
Foreign

Text

Number
Text

6
20

Date/Time
Text

10
20

digits

Cannot exceed 9
characters
Cannot
remain a null field
Should be at least 20
digits
Automatically
converted
medium
to
Should
be date
at least 20
digits

88

In

Yes/No

Select from Yes/No

Out

Yes/No

Select from Yes/No

Total

Currency

Automatically converted
to two decimal places

89

Transaction Detail Table:

Field Name

Data Type

Data Length

Requirements

Transaction
detail Id

Number

Primary Key
Cannot remain a null
field

Transaction
Id(Foreign
key)

Number

Foreign Key

Description

Text

64

Cannot remain a null

field

Amount

Currency

Automatically
converted to two
decimal places

90

Entity Relationship Diagram:

91

Screen Used:
Customer Information Form

92

Transaction Information Form and Transaction Detail Table subform

These two forms are combined together to make a single form

93

Vehicle Information Form

94

Queries Used

SQL:
SELECT [Transaction Detail Table].[Transaction Id], [Customer Information].[Customer Id],
[Transaction Information Table].[Vehicle number], [Transaction Information Table].[Meter Reading],
[Transaction Information Table].[Due Date], [Transaction Detail Table].Description, [Transaction
Detail Table].Amount, [Transaction Information Table].Total
FROM (([Customer Information] INNER JOIN [Vehicle Information Table] ON [Customer
Information].[Customer Id] = [Vehicle Information Table].[Customer Id]) INNER JOIN [Transaction
Information Table] ON [Vehicle Information Table].[Vehicle Number] = [Transaction Information
Table].[Vehicle number]) INNER JOIN [Transaction Detail Table] ON [Transaction Information
Table].[Transaction Id] = [Transaction Detail Table].[Transaction Id]
WHERE ((([Transaction Detail Table].[Transaction Id])=[Forms]![Customer Information Form]!
[Customer Id]));

95

Reports Used
Customer Information Report

96

Invoice

97

Transaction Detail Report

98

Transaction Information Report

99

Vehicle Information Report

100

Data Dictionary:
Customer ID: This Customer ID is the Primary Key of this table
Customer Name: This is the field where the name of the Customer would be
saved
Customer Contact Number: This is the field where the telephone number of the
Customer would be saved
Transaction ID: This is the Transaction ID, the Primary Key of this table
Date: This is the date when the invoice is created
Transaction Detail ID: This is the primary key of the transaction detail table
Vehicle number: This is the primary key of the vehicle information table
Amount: This the field where the price of the serviced part would be saved
Total: This is the field where the total price of all the serviced parts would be
saved

101

User Documentation
See appendix for user documentation

102

(e) Evaluation
(i) Discussion of the degree of success in meeting the
original objectives.
Requirement Specification and real-time comparison:
These were the requirements the system was supposed to fulfil:
It should be user friendly
The system is very user friendly as it includes features which help the user to adapt to
the system very quickly for e.g buttons in forms
Easy to adopt
The system is easy to adopt as it comes with a user manual and the user can only refer
to it of any problem occurs
The working of the new system should be similar to that of the current
system
The new system is based on the foundation of the old system so that the user can
easily identify the fields which were there before and data entry can be made simple
The facility to search specific records should be present
The records can be searched easily as of the search option present in the software.
Evidence is shown in the Test 4
Calculations should all be done automatically
All Calculations are done automatically by the software. Evidence is shown in Test 10
User allowed to perform addition, deletion and editing of data should be
there and the results effected should be automatically updated
The software provides the user with the add, delete and edit buttons which are shown
in Tests 1, 3 and 9

103

(ii)Evaluate the users response to the system

See appendix for users response

(iii)Desirable extensions
Everything is completed that Mr.Sunil asked me to do. All his requirements are
fulfilled and she is also happy with the system. The billing, customer details
everything is going perfect. My client, Mr. Sunil, already gave me enough time and
I have been able to succeed in every part of the systems design. So, theres
nothing like anything not been done due to lack of time. Everything I was asked to
do has been done.
The system is implemented is not a 100% perfect and lacks at places, but is much
more efficient than the last system which was in use. I am satisfied with the
current system implemented as it has covered the problem Mr. Sunil faced earlier.
Al the forms, Interfaces and reports are sufficient enough to fulfill his requirements.
The system implemented is adequate but it can be improved further in the data
analyzing section. Generation of monthly reports in form of graphs and charts can
be used to forecast the peak hours of business and when transactions are greatest.
This would have helped the end user to analyze the data better.

104